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© 2010 TakeCAIR®
TakeCAIR®
Better controlled and successful projects
Ramesh Kalpoe, 12 December 2011
© 2010 TakeCAIR®
Ramesh Kalpoe Financial industry (ING, ABN, NIBC, KAS Bank,
HP) Line/Interim Management, Consultant,
Program/Project/Information Manager Business, ICT, Supplier Professionalization of organisations and people 2010 : birth of TakeCAIR B.V.
Introduction
© 2010 TakeCAIR®
Philosophy / Vision Context Risk Management TakeCAIR B.V. Demo Status quo and next steps Benefits
Agenda
© 2010 TakeCAIR®
Projects / Programmes costs too much, take too long and don’t deliver enough/right quality
Important reason is that the deviation (=risks and issues) of the plan is not well managed
The smaller the deviation the higher the success rate and the more control is achieved
Project management becomes more mature and therefore the demand for audit ability also increases
More profit = Investment in Risk Management
Vision
© 2010 TakeCAIR®
Context
© 2010 TakeCAIR®
KPMG study : 55% of projects with significant over run of costs and time barely did risk management
Ibbs & Kwak study: RM has the lowest maturity level of all knowledge areas
Context
© 2010 TakeCAIR®
Integrated Risk Management
© 2010 TakeCAIR®
Probability of success
© 2010 TakeCAIR®
Objective : Better controlled and more successful projects
Focus /Name : Training, Advice, Key reference data, Completions of Actions related to Issues and Risks
Thoughts : “take your responsibility/ownership for what really matters” , Risks belong to projects as AIR to breathing, "goodbye /all the best”
Alignment with M_o_R, MSP, Prince2, CoBit, COSO
TakeCAIR B.V.
© 2010 TakeCAIR®
There are 4 main objects used in the SAAS-application:
Subscription Type Role Tree CAIR
Demo
Within a Subscription Type a resource from the Phonebook can be assigned to a Role (as a TakeCAIR or as a non TakeCAIR user) for a Tree element and with various rights for each CAIR element type
© 2010 TakeCAIR®
TakeCAIR Subscription Types
There are three Subscription Types, from a single project Basic version to a Corporate which allows you to support the full organizational project structure
© 2010 TakeCAIR®
The following roles are defined within TakeCAIR: MainFAM (maintains the application from a functional management
perspective) FAM (supports the MainFAM) P3Officer (assigned at company level when company was automatically
created and/or at other lower Tree levels ) Business Line Manager* (assigned to a Business Line) Portfolio Manager * (assigned to a Portfolio) Programme Manager* (assigned to a Programme) Project Manager (assigned to a (Sub)Project) Assessor (can be assigned at any Tree level) SRO/Executive (only assigned to a Programme or (Sub)Project) Sponsor Group Member (only assigned to a Programme or
(Sub)Project) Participant (can be assigned at any Tree level)
A resource can have multiple roles for multiple Tree elements* Only available for Corporate Subscription
TakeCAIR Roles
© 2010 TakeCAIR®
TakeCAIR Tree elements
In the following matrix the different Tree hierarchy combinations are mentioned. For example a Programme can be related to a Business Line or a Portfolio.
Portfolio's have KPI's (Key Performance Indicators), Programmes have Benefits and Projects have Deliverables
© 2010 TakeCAIR®
Risks and Issues (why should something be done) leads to
Actions (what and how should it be done) which leads to
Completions (which (evidence)result states that the action is completed)
Each CAIR element can be categorised, related to some other CAIR element, assigned to an owner/actor (who) and executed in time (when) with different status
TakeCAIR CAIR elements
© 2010 TakeCAIR®
Tree Overview
When you have created/assigned your Tree, you can view the complete structure by selecting the “Overview” option from the Tree menu. This overview will only show the Tree elements that you are authorized for. It also shows the risk profile color for each Programme and (Sub)Project.
© 2010 TakeCAIR®
(Sub)Project
Within a Project you can add Deliverables for that Project by clicking the Create button and you can add Sponsor Group Members by clicking the Assign button in the screen. For Subscription types Advanced and Corporate you can also add SubProjects, which belong to a Project. They have the same data structure as Projects.
© 2010 TakeCAIR®
(Sub)Project
For each Programme and (Sub)Project you can allocate budget for the current year and the next two years.You also need to add an indicated risk level , based on an aggregated Impact and Probability. This risk level will be used in the the calculation of the overall Risk Profile of a Programme or (Sub)Project.
© 2010 TakeCAIR®
Resources
To assign resources to a Tree element, besides the ones you can assign from the details form, you use the Resource menu from the Tree menu with two views available: an overview per Tree element and an overview per assigned resource. By clicking on the assign button you can assign a user for a role for a period to a Tree element.
© 2010 TakeCAIR®
Specify your own environment: Edit your Profile Delegate your role to someone else during a
fixed period Change your password Manage your subscriptions Set thresholds for indicators for CAIR elements,
MyView elements, Priority, email reminders and Reports
Manage Tree news (if authorized) Manage Phonebook (if authorized) Various functionality for the (Main)FAM only
Settings
© 2010 TakeCAIR®
SettingsIndicators: configure your own thresholds
The Indicators options lets you set your own thresholds to manage the way that the Tree and CAIR elements are visualized
© 2010 TakeCAIR®
The (Main)FAM has the following menu options:
Reset passwords for every TakeCAIR user Import an external Phonebook file Approve requests to make a resource a
TakeCAIR user Create/Modify/Archive TakeCAIR users Upgrade or Prolong the Company subscription Manage Company News Manage Company Documents
Settings (Main)FAM
© 2010 TakeCAIR®
After set up of Tree environment and your settings you can start working:
Add Deliverables to (Sub)Projects Add JPI to Portfolios / Benefits to Programmes Define Dependencies between Tree elements
with reference to Deliverables and/or Benefits Add Risks and Issues to Programmes and
(Sub)Projects Add Actions (and Completions) to Risks and
Issues
CAIR
© 2010 TakeCAIR®
CAIR Overview
Get an overview of all reported CAIR elements via the overview screens. This screen shows all elements that match the filters in the top of the screen. In the overview the CAIR element will show certain color based on your indicators settings.With the action buttons on the right side you can alter the flags “report to a higher level” and “MyMonitor” state and view details, modify or archive a CAIR element.
© 2010 TakeCAIR®
Risk & Issue details (1/6)
By selecting a Risk/Issue from the overview you can create, view and (if you are authorized) modify the details.
Each Risk/Issue consists of building blocks : Cause details, Risk description, Impacted benefit(s) and/or deliverable(s), Counter measure and Track&Trace.
You can also store evidence (plain text but also an uploaded file) to a Risk/Issue.
© 2010 TakeCAIR®
For each Risk/Issue you can add a pre and post counter measure score, value and description.
Furthermore you can relate a Risk/issue to (one or more) related Action(s) and Lessons Learned.
Finally you can send an informal email to someone from the Phonebook with a Pdf with the CAIR details.
Risk & Issue details (2/6)
© 2010 TakeCAIR®
Select the risk / issue type
Risk & Issue details (3/6)
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The progress Update
Risk & Issue details (4/6)
© 2010 TakeCAIR®
Overview of all historical actions
Risk & Issue details (5/6)
© 2010 TakeCAIR®
Overview of all status
Risk & Issue details (6/6)
© 2010 TakeCAIR®
ActionDetails
By selecting an Action from the overview you can create, view and (if you are authorized) modify the Action details.
Each Action needs to be linked to at least one Risk or Issue.
An Action always contains an Action Type and is related to one originating Risk or Issue.
An Action can be related to one or more Completions.
You can always add Lessons Learned to an Action.
© 2010 TakeCAIR®
MyView
The Maps tab consists of widgets, showing you different overviews of (aggregated) CAIR elements for specific Tree elements.
© 2010 TakeCAIR®
MyView
The Maps tab consists of widgets, showing you different overviews of (aggregated) CAIR elements for specific Tree elements.
© 2010 TakeCAIR®
MyView
This is a sample of the MyToDo tab, showing an overview of your workload, filtered for one specified Portfolio.
Almost every widget in MyView can be exported to Pdf and Excel by clicking the appropriate icon on the top right.
© 2010 TakeCAIR®
MyView
© 2010 TakeCAIR®
MyView
© 2010 TakeCAIR®
MyView
© 2010 TakeCAIR®
MyView
© 2010 TakeCAIR®
MyView
© 2010 TakeCAIR®
MyView
© 2010 TakeCAIR®
ReportsIn addition to MyView you can also execute detailed Reports with export functionality to Pdf and Excel.
The availability of a report depends on your assigned roles and authorisation.
© 2010 TakeCAIR®
Graph(graphical overview)
In menu Graph you can view the relations of all CAIR elements related to a Tree element.This way you get an unique overview for analysis, track and trace, control and manage your defined area.By clicking a specific CAIR element you can zoom in to view all relations for that specific CAIR-element.You can search through multiple filters. The colors are a result of your personal thresholds.
© 2010 TakeCAIR®
Create Dependency
For each Dependency you need to specifiy the depending P3 element , using the first four fields. You also need to specify the providing P3 element. If you don’t know which is the exact providing P3 element, you can request this information from the providing P3 Manager (field 5 above). You can allways add motivation for Dependency in the Memo field. All Dependencies can have different status: requested, declined, acknowledged.
© 2010 TakeCAIR®
Dependencies(Graphical overview)
There are two different tabs available: “depending on” and “providing to”. This way you can view the details of the affected Benefits and/or Deliverables from both tabs.
© 2010 TakeCAIR®
Dependencies(Listed overview)
In the listed overview you will find more details including the status of the Dependency and the P3 Risk Profile calculation of the providing P3 element. This enables you to track the delivery of the providing Tree element.
© 2010 TakeCAIR®
Lessons Learned
All user roles (except (Main)FAM) can create Lessons Learned for assigned and inherent Tree levels. The search results will only show accessible results but can also be empty.Modify and archive can only be done by the user who created the Lessons Learned and the action buttons will be enabled accordingly. The responsible P3 Manager can also archive a Lessons Learned.
© 2010 TakeCAIR®
News
Menu News has 2 identical tabs, one with news published by the (Main)FAM for all Company news andone from TakeCAIR for all TakeCAIR news. Both are accessible to all TakeCAIR users within the Company.Besides text a news item can also have a file attached, containing some additional information. (top screen)Column “# Comments” with value greater then zero indicates that there are comments made. Just clicking on the number will show you all the comments and you will be allowed to put additionalcomments (bottom screen).
© 2010 TakeCAIR®
Documents
Documents are also categorized in Company and TakeCAIR. Company documents can be added by the local (Main)FAM from the (Main) FAM menu under Settings.TakeCAIR documents can only be added by TakeCAIR staff.
© 2010 TakeCAIR®
Search
The Search option allows you to search within the application by keyword(s). You can narrow or broaden the Search by (de-)selecting categories. To view details you can click on the “details” action icon. Search results are only showed for your authorised area.
© 2010 TakeCAIR®
Software is used in financial industry Enhancements already defined (e.g. import,
agenda, batch reporting, benefit/deliverable view, export)
Next to projects focus towards ORM (operational risk management) and FM (Findings Management)
Validate in other business sectors Marketing & Sales
Status quo and next steps
© 2010 TakeCAIR®
Benefits
Better ownership, cooperation, decision making, transparency and communication, reputation and using one language
More risk awareness
Better learning organisation
More and better auditable evidence
Improved teamwork within (external) value chain
• More in control: from "Trust me" to "Show me - Prove me”
• Less (opportunity) costs (e.g. hire, audit)
• Time-saving
• Higher professionalism / personal development
• One central database
Populated Key Risk Reference Database, which provides you with internal and externalvaluable information to set strategy, policy, goals and to make the right decisions
Better controlled & higher probability of successful projects / risk management
